WHAT DOES AN AP COORDINATOR DO?
The Accounts Payable (AP) Coordinator efficiently handles daily invoice processing, ensuring accuracy in coding and organizing invoices based on payment terms. Monthly tasks include reconciling vendor statements, investigating discrepancies, and collaborating with other departments to verify invoice accuracy. The Accounts Payable Coordinator makes continuous efforts to optimize business processes for efficiency and maintain accurate financial operations.
A Review of Professional Skills and Functions for AP Coordinator
1. Accounts Payable Coordinator Duties
- Supplier Relationship Management: Establishing and maintaining relationships with our suppliers and internal stakeholders.
- Payroll Processing: Ensuring payroll invoices are processed and paid in a timely and accurate manner while adhering to departmental procedures.
- Supplier Reconciliation: Reviewing supplier statements and reconciling against company records.
- Invoice Verification: Following up with both shoreside and shipboard teams to confirm goods and services billed by purchasing agent are received as invoiced.
- Expense Reconciliation: Reconciling expense reports for corporate cards against the general ledger to ensure expenses are up to date.
- Expense Monitoring: Following up with credit card users on expense reports status and accuracy.
- Corporate Card Management: Informing management and compiling reports/summaries on corporate card account status.
- Closing Procedures: Organizing month-end and annual closings and executing special analysis tasks and other financial-related obligations.
- AP System Support: Supporting AP Manager with system upgrades and development needs.
- Discrepancy Resolution: Resolving any discrepancies by collecting and analyzing information.
- Financial Accuracy Support: Supporting Accounting Team to ensure accuracy of weekly, monthly, quarterly, and annual financial statements and reports.
- Audit Assistance: Providing help with all internal and external audits of payable transactions.
- Workflow Management: Managing workflow to ensure all payable transactions are processed accurately and timely.
- Reporting Development: Developing ad hoc reporting, processing, and coding invoices for payment, providing support to the Manager of Accounts Payable.
2. Account Payable Coordinator Details
- Trend Analysis: Evaluates unit pricing on manufacturing invoices and compares to historical trends to adjust the appropriate receipt value of raw materials.
- Data Integrity: Ensures data integrity of accounting ledgers by verifying and posting account transactions into Great Plains.
- Month-End Closure: Assists in monthly closings and account reconciliations, calculates, creates, and distributes yearly 1099s.
- Expense Auditing: Audits and processes all expense reports, checking the veracity of Travel and Entertainment support and interpreting approvals against official company policy.
- Vendor Management: Interfaces with vendors by monitoring discount opportunities, verifying federal ID numbers, and resolving invoice or payment discrepancies.
- Compliance Analysis: Completes analysis and resolves payment matters related to certain state and local filings.
- Payment Processing: Prepares and processes check runs, wire transfers, ACH payments, and stop payments.
- AP Administration: Completing all accounts payable administration tasks accurately and in a timely manner to support the achievement of company financial goals, targets, and effectively control costs.
- Supplier Relations: Maintaining excellent supplier relationships and external customer liaison, as well as relationships internally across the business.
- Teamwork: Demonstrating good teamwork through good communication, a collaborative and helpful approach, and a focus on achieving shared goals.
- Operational Compliance: Carrying out all tasks and complying with all instructions to ensure the smooth running of the department.
3. Accounts Payable Coordinator Responsibilities
- Invoice Management: Daily review and process invoices, perform payroll functions, accurately manage the workflow of invoices.
- Cash Management: Promptly organize and prioritize invoices according to cash discount potential and payment terms for weekly check run scheduling.
- Invoice Coding: Assure that all submitted invoices are coded correctly to the proper cost code, purchase order, general ledger account.
- Communication: Respond timely and professionally to internal and external partner inquiries.
- Issue Resolution: Actively follow up on delays and communicate effectively to project management and accounting teams.
- AP Processing: Perform the monthly Accounts Payable processes, by receiving, processing, verifying, and reconciling invoices.
- Record Keeping: File and save vendor invoices and record entries in QuickBooks.
- Discrepancy Investigation: Investigate discrepancies by reconciling monthly vendor statements, AP aging reports, and related transactions.
- Cross-Department Collaboration: Collaborate with other departments to verify and confirm the accuracy of vendor invoices.
- Payment Scheduling: Create a weekly AP payment list for payment approval, monitor, reconcile, and resolve any issues with PO receipts.
- Inquiry Management: Manage internal inquiries and external vendor correspondence regarding accounts.
- Process Improvement: Review business processes for more streamlined and efficient processes.
- Process Implementation: Implement, document, and maintain new processes, resolution of ECC Workflow, reconcile vendor statements.
4. AP Coordinator Job Summary
- Multitasking: Working on invoices for multiple companies with multiple bank accounts, as well as accounts with differing payment terms and forms.
- Attention to Detail: Must be extremely attentive to detail and highly organized, with the ability to work onsite within an open-office environment.
- Invoice Processing: Checking incoming invoice processing (control AP bookings, payments).
- Treasury Management: Prepare daily treasury reports, manage bank clearing, bank uploads.
- Vendor Communication: Responsible for invoice-related topics (vendor queries) in conjunction with SSC.
- Payment Initiation: Initiate all outgoing payments (AP, AR, tax, payroll).
- Reimbursement Management: Manage travel reimbursement procedure (bookings, clearings).
- Credit Card Management: Manage company credit card issues, keep contact with the bank.
- Invoicing Oversight: Handle invoicing-related topics (mismatch, reminders, approval).
- Closing Support: Support the preparation of the monthly closing, work closely with internal audit and external auditors.
- Data Management: Manage vendor master data changes (bank account change, blockings, etc).
- Project Participation: Participate/manage different projects (like company credit card, expense reimbursement tool, SAP, etc.).
5. AP/AR Coordinator Accountabilities
- Cash Reconciliation: Responsible for tallying the daily cash receipts against the daily bank statements.
- A/R Management: Review the A/R aging reports and coordinate billing and collections to manage timely resolution of outstanding balances and processing checks against A/R.
- Cash Recording: Entering the cash receipt into the ERP accounting system.
- Variance Recording: Record all variances (bank charges, transactional, etc.) to tie to total cash received.
- Data Verification: Obtaining information from other departments to ensure records are accurate and complete and that accounts receivable ledgers and journals are up to date.
- Client Communication: Communicating with clients and customers to request and arrange payments and execute collection efforts.
- Bank Reconciliation: Prepare weekly and monthly bank reconciliations, prepare a variance analysis, and resolve any issues.
- Invoicing: Invoice customers for the services provided under the contract.
- Check Processing: Process manual checks and deposit them into the bank, respond to customer inquiries.
- Invoice Processing: Ensure vendor invoices and credits are entered in a timely manner.